Split, Merge, Reorder, Mark Up & Sign PDFs on Windows
Working with PDFs on Windows: A Practical Guide
Unlike macOS, Windows does not include a built-in application similar to Preview. Furthermore, a native PDF printer is also absent from the standard Windows installation.
This necessitates the use of third-party software for common PDF tasks such as splitting, merging, reordering pages, adding signatures, and applying annotations.
Software Options and Security Considerations
For users with a subscription to Adobe Acrobat, the full suite of PDF manipulation tools is readily available. This is often found on company-issued computers.
However, it is crucial to exercise caution when selecting PDF software. Avoid utilizing online, web-based PDF tools, especially when dealing with confidential information.
Uploading sensitive documents – including those containing personal, financial, or proprietary business data – to web-based services poses a significant security risk.
Essential PDF Operations
- Splitting PDFs: Divide a single PDF into multiple, smaller files.
- Merging PDFs: Combine several PDF documents into a single file.
- Reordering Pages: Change the sequence of pages within a PDF.
- Signing PDFs: Digitally sign PDF documents for authentication.
- Marking Up PDFs: Add annotations, highlights, and comments to PDF files.
Choosing the right software allows you to perform these operations securely and efficiently on your Windows system.
Prioritizing desktop applications over web-based solutions is paramount for maintaining data privacy and protecting sensitive information.
Dividing PDF Documents
Related: Utilizing macOS Preview for PDF Merging, Splitting, Annotation, and Digital Signatures.
There are instances where the need arises to divide a PDF document, isolating specific pages to form a new, separate PDF file. While tools like PDFSam (PDF split and merge) are available for this purpose, the functionality may already be present within your existing software.
The core requirement for this process is a PDF viewer coupled with software capable of printing to PDF. This could involve Adobe’s official Adobe Acrobat Reader application alongside a third-party PDF printer such as CutePDF Writer.
However, caution is advised when considering CutePDF and similar applications, as their installers often bundle unwanted software like the Ask Toolbar and other potentially harmful junkware. It's best to avoid these programs, or exercise extreme care during installation – alternatively, download from Ninite.
If Google Chrome is installed on your computer, it offers a built-in solution. Chrome incorporates both a PDF viewer and the ability to print to PDF. Simply drag and drop a PDF file into a Chrome browser window to open it.
Next, click the menu button within Chrome and select "Print." Under the "Destination" section, click "Change" and then choose "Save as PDF."
Within the "Pages" section, define the specific page range you wish to extract. For instance, entering "1-5" will extract pages one through five, while "1-3, 6, 9" will extract pages one through three, six, and nine.
To split a PDF into multiple files, repeat this procedure as needed – for example, create one PDF containing pages 1-5 and another PDF with pages 6-10.
Combining and Rearranging PDF Documents
PDFSam, an abbreviation for "PDF split and merge," represents the most effective complimentary software we’ve identified for consolidating multiple PDF files into a unified document on Windows operating systems.
Being both free and open-source, its functionality is readily accessible. However, it’s important to note that PDFSam necessitates the presence of Java on your computer, which is a dependency many users prefer to avoid.
Should you require PDF merging utilizing this application, it is advisable to disable the Java browser plug-in, or completely uninstall Java following the completion of your task.
While PDFSam itself maintains a clean installation process, free from unwanted software, the Java runtime environment may attempt to install additional components.
After installation, select the Merge/Extract module and incorporate the PDF files you wish to combine.
Utilize the options provided at the bottom of the interface to generate a single, consolidated PDF document.
Reordering PDF Pages
This utility also provides the capability to alter the sequence of pages within a PDF file.
This feature proves particularly useful when dealing with scanned documents where the pages were initially ordered incorrectly.
Furthermore, PDFSam incorporates a dedicated plug-in designed for dividing PDFs into separate files.
Digitally Sign and Annotate PDF Documents
Related: Electronically Sign PDF Documents Without the Need for Printing and Scanning, Accessible From Any Device
The Adobe Acrobat Reader DC application, previously known as Adobe Reader, incorporates built-in markup capabilities. These features enable direct signing of PDFs on your computer, alongside the addition of comments utilizing both text and illustrative drawings.
Such functionalities prove especially beneficial when handling document completion processes on a digital platform. Forms and contracts can be populated and signed electronically, eliminating the traditional print, sign, and scan workflow.
To access these tools, launch a PDF file within Adobe Acrobat Reader DC. Then, select either the "Comment" or "Fill & Sign" options located in the right-hand sidebar. The "Comment" tool facilitates PDF annotation, allowing text and drawings to be inserted at any desired location. Conversely, the "Fill & Sign" tool is specifically designed for signature placement within the document. These core features are available at no cost, although advanced functionalities within Adobe Acrobat Reader DC necessitate a paid subscription.
While dedicated paid software exists, these tasks don't require it; Adobe Acrobat offers these capabilities if you possess a license. Many workplaces provide Adobe Acrobat access, but the cost—exceeding $400—may be prohibitive for individual users. Utilize the aforementioned free tools for fundamental PDF editing needs.
It is crucial to exercise caution and avoid utilizing web-based PDF editor tools. Refrain from uploading potentially confidential documents to platforms where trust has not been established.